EFFECTIVE INTELLIGENCE (PTY) LTD has a hard copy of this guide at the above address and an electronic version and an hard copy of the Guide can be accessed at http://www.sahrc.org.za/PAIA%20Guide%20Final.pdf and The Research & Documentation Department South African Human Rights Commission.

Each of the 3 business units at EFFECTIVE INTELLIGENCE (PTY) LTD holds records related to that unit. Where practicable, records are kept in electronic format. Where records cannot be transferred or cannot be converted to electronic form such documents are filed and stored in shelves managed by each unit.

7.2 Categories of records held

Operational Information is generally not accessible to persons outside the company

CATEGORIES OF RECORDS AVAILABLE WITHOUT RECOURSE TO THE PROMOTION OF ACCESS INFORMATION ACT (PAIA)

EFFECTIVE INTELLIGENCE (PTY) LTD also holds some documents which are already available to the public and records which can be accessible without using PAIA.

ACCESSING RECORDS HELD BY EFFECTIVE INTELLIGENCE (PTY) LTD THROUGH PAIA

All requesters should send their requests, on prescribed request forms (attached), to the Information Officer. The process detailed below has been endorsed by the South African Human Rights Commission. (See http://www.sahrc.org.za/guideline.doc )

9.1 The Process

a) The requester must use the prescribed form to make the request for access to a record. This must be made to the Information Officer. This request must be made to the address, fax number or electronic mail address of the body concerned.

b) The requester must provide sufficient detail on the request form to enable the Information Officer to identify the record and the requester. The requester should also indicate which form of access is required. The requester should also indicate if any other manner is to be used to inform the requester and state the necessary particulars to be so informed.

c) The requester must identify the right that is sought to be exercised or to be protected and provide an explanation of why the requested record is required for the exercise or protection of that right.

d) If a request is made on behalf of a another person, the requester must then submit proof of the capacity in which the requester is making the request to the satisfaction of the Information Officer

9.2 Fees:

a) A requester who seeks access to a record containing personal information about that requester is not required to pay the request fee. Every other requester, who is not a personal requester, must pay the required request fee.

b) The Information Officer must notify the requester (other than a personal requester) by notice, requiring the requester to pay the prescribed fee (if any) before further processing the request

c) The fee that the requester must pay to a private body is R50. The requester may lodge an application to the court against the tender or payment of the request fee

d) After the Information Officer has made a decision on the request, the requester must be notified in the required form.

e) If the request is granted then a further access fee must be paid for the search, reproduction, preparation and for any time that has exceeded the prescribed hours to search and prepare the record for disclosure

9.3 Prescribed fees

The fees (as per Government Notice No. R. 187) are:

The fee for a copy of the manual as contemplated in regulation 9(2)(c)1 is R1,10 for every photocopy of an A4-size page or part thereof.

The fees for reproduction are as follows:

For every photocopy of an A4-size page or part thereof

1,10

For every printed copy of an A4-size page or part thereof held on a computer or in electronic or machine-readable form

0,75c

For a copy in a computer-readable form on – stiffy disc

7,50

compact disc

70,00

For a transcription of visual images, for an A4-size page or part thereof

40,00

For a copy of visual images

60,00

For a transcription of an audio record, for an A4-size page or part thereof

20,00

For a copy of an audio record

30,00

The Information Officer may, in respect of a copy of the manual or part thereof made available in a manner other than that contemplated in paragraph (a) [of Section 9 of Government Notice No. R. 187, charge the fee prescribed in Item 1 of Part III of Annexure A. (of Government Notice No. R. 187).

The request fee payable by a requester, other than a personal requester, referred to in regulation 11(2) is R50,00.

The access fees payable by a requester referred to in regulation 11(3) are as follows:

(1)(a) For every photocopy of an A4-size page or part thereof R1,10

(b) For every printed copy of an A4-size page or part thereof held on a computer or in electronic or machine-readable form R0,75

(c) For a copy in a computer-readable form on –

(i) stiffy disc R7,50

(ii) compact disc R70,00

(d) (i) For a transcription of visual images, for an A4-size page or part thereof R40,00

(ii) For a copy of visual images R60,00

(e) (i) For a transcription of an audio record, for an A4-size page or part thereof R20,00

(ii) For a copy of an audio record R30,00

(f) To search for and prepare the record for disclosure, R30,00 for each hour or part of an hour reasonably required for such search and preparation.

(2) For purposes of section 54(2) of the Act, the following applies:

(a) Six hours as the hours to be exceeded before a deposit is payable; and

(b) One third of the access fee is payable as a deposit by the requester.

(3) The actual postage is payable when a copy of a record must be posted to a requester.

APPEALS

In terms of PAIA [Section 56(3)(c)] a requester may lodge an application with a court, within 30 days of being informed of any decision of an Information Officer of EFFECTIVE INTELLIGENCE (PTY) LTD on any request, for relief against the refusal of the request, and the procedure (including the period) for lodging the application.

SERVICES OF THE ORGANISATION

For more information on the services of EFFECTIVE INTELLIGENCE (PTY) LTD please send your inquiries to:

Capacity in which request is made, when made on behalf of another person:

Particulars of person on whose behalf request is made

Full names and surname:

Identity number:

Particulars of record

Description of record or relevant part of the record:

Reference number, if available:

Any further particulars of record:

1. Fees

Reason for exemption from payment of fees:

2. Form of access to record

If you are prevented by a disability to read, view or listen to the record in the form of access provided for in 1 to 4 hereunder, state your disability and indicate in which form the record is required.

Disability:

Form in which record is required:

Mark the appropriate box with an X.

NOTES:

(a) Compliance with your request in the specified form may depend on the form in which the record is available.

(b) Access in the form requested may be refused in certain circumstances. In such a case you will be informed if access will be granted in another form.

(c) The fee payable for access to the record, if any, will be determined partly by the form in which access is requested

3. If record consists of recorded words or information which can be reproduced in sound:

listen to the soundtrack (audio cassette)

transcription of soundtrack* (written or printed document)

4. If record is held on computer or in an electronic or machine-readable form:

printed copy of record

printed copy of information derived from the record

copy in computer readable form* (stiffy or compact disc)

*If you requested a copy or transcription of a record (above), do you wish the copy or transcription to be posted to you? Postage is payable

YES

NO

Particulars of right to be exercised or protected

Indicate which right is to be exercised or protected: ……………..……………..……………..……………..……………..……………..

Explain why the record requested is required for the exercise or protection of the aforementioned right: ……………..……………..……………..……………..……………..……………..……………..…………….. ……………..……………..……………..……………..……………..……………..……………..…………….. ……………..……………..……………..……………..……………..……………..……………..…………….. ……………..……………..……………..……………..……………..……………..……………..…………….. ……………..……………..……………..……………..……………..……………..……………..……………..

Notice of decision regarding request for access

How would you prefer to be informed of the decision regarding your request for access to the record?

Signed at ______________ this _____________________ day of _____________ 20___